Job Description

Summary of Post

25,000 per year, full time equivalent
Permanent, 37 hours per week, school term time plus 4 weeks (43 weeks per year)

To provide outstanding administration and customer service to support the work of the Music Education Hub and WEMAs wider interests by:

Providing administrative support to our teaching, therapy and management teams in their work with schools, young people and the wider community Provide administrative support to the Corporate Team Administer events, projects and performances Providing customer support to parents/carers and schools who engage with our services Working with our office systems to ensure the smooth running of our traded and charitable services Provide an instrument collection and delivery service to schools

Job Context

West of England Music and Arts provides music and arts education in- and out-of-school for children and young people across the West of England. A a charity, we work with all schools and wide range of partners across the region, delivering around 50,000 hours of activity with young people and vulnerable adults every year. We do this through three stands of work:

The Music Hub include tuition in schools, bands and ensembles at our music centres, singing and curriculum enrichment activities, access to performances and large-scale events, programmes for vulnerable children and those in challenging circumstances. These are delivered by our team of c. 140 tutors, visiting professionals and through our network of regional and national partners. We support school pupils and staff through a range of CPD and delivered programmes, including singing, world music workshops, networking and training for school staff and collaborative events.

Our Cultural Education Hub supports freelance creative practitioners and school creative arts teachers to develop their skill and work together to provide outstanding creative education in school. We also fund practitioners to work in schools, through workshops and creative residencies and provide support for young people who wish to take up a career in the creative industries.

Our Music Therapy team works in schools and community settings to provide therapeutic interventions for the most vulnerable young people and adults. Our team of therapists also support the wider mental health and wellbeing agenda in, and outside, school.

Our vision is driven by innovation and creativity, ensuring we meet the needs and aspirations of every young person, their school and community. We have a focus on inclusion, making sure everyone can access music to support their pathway through music and make life-changing contributions to their development. Our aspiration is that every child, young person and adult should be able to access broad, stimulating and rewarding musical interventions which transform their life aspirations.

Main Duties

Business Support

Supporting a team of music teachers and music therapists in the scheduling, communications and administration of their work with children, adults, schools and other setting, Respond to, and resolving queries and requests from customers, including parent/carers, students, schools and others in person, by phone and via letter and email.

Corporate Support

Providing support to the corporate team, including the board of trustees, including preparing and handling reports and papers, scheduling and other day to day matters.

Event administration

Undertake the administration of a portfolio of events, projects and performances throughout the year; working with a project manager, the administration includes managing venues, bookings, communication with attendees (schools, students, parent/carers), promotion (in liaison with Marketing and Comms), scheduling, programming and ensuring the smooth delivery of the non-specialist elements of the event.

In general

Working with Microsoft Office suite to respond to communications (eg. Outlook), create, manage and distribute documents (eg. Word) and manage data (eg. Excel).

Working with our bespoke arts management database system, ensuring student, staff, activity and financial data is up to date and accurate

Contributing to the management of our stock of musical instruments, including stock-room management, delivery of instruments across our region and management of the instrument hire process

Contributing to the administration of projects and programmes with schools and other organisations, overseeing scheduling, bookings and making arrangements (eg. booking transport, venues etc) which support the delivery of our projects and programmes

Providing administrative and personal support to the management team, including managing diaries, liaising with visitors and managing meetings and internal events

Providing support at events (eg. concerts and promotional events) such as stewarding, ticket sales, hosting promotional stalls etc

Proactively advocate, support and promote the benefit of music education and music therapy for children, young people and adults for education, personal and health purposes.

Any other duties as may be reasonably requested by a manager

Physical effort and working environment

Mostly office based (including home), with some car travel across the region

Minor lifting; stock control and delivery of musical instruments

Expectation of some work out of hours - eg. supporting evening and weekend events on an occasional basis

Person Specification

Essential, unless marked Desirable (D)

Education and training

Three GCSEs (or equivalent) including English Language Higher level qualifications in computing / IT skills (D) Touch typing skills are desirable (D)

Person Specification

Essential, unless marked Desirable (D)

Education and training

Three GCSEs (or equivalent) including English Language Higher level qualifications in computing / IT skills (D) Touch typing skills are desirable (D)

Personal Qualities

A commitment and diligent approach to equality, diversity, inclusion, safeguarding, health and safety and similar attributes to working in an inclusive and open culture Excellent verbal and written communication skills. Ability to learn new IT software quickly. Ability to deal calmly with people who may be distressed, emotional or hostile. Willingness to undertake training and use new technology as it is implemented. Commitment to a high-quality public service. To be emotionally resilient. To be polite, show respect for others and treat everyone fairly.

Knowledge and Experience

Working in an administrative / clerical post. Working in a team. Minute taking. Customer service. Using an electronic client record system or complex database. School and education services. Equalities issues and commitment to working in a non-discriminatory way.

Skills and Abilities

Excellent level of computer literacy Able to type quickly and accurately and be able to format documents. Excellent skills in IT including Word, Outlook and Excel Able to prioritise workloads and be proactive. Ability to save/file paper and electronic documents and information in a logical way. Ability to proofread own and others work and amend typing, spelling and grammatical errors as necessary. Ability to format documents and reports, so they are presented clearly, accurately and using the corporate standards. Ability to take accurate minutes at meetings, where complex issues are being discussed and a range of professionals attending. Able work quickly and under pressure. Able to demonstrate a high level of confidentiality

Other

Flexible approach to duties. Willingness to work occasionally outside of normal working hours (evenings, weekends and public holidays). Willingness and able to drive for business purposes and has regular access to a car
West of England Music is an equal opportunity organisation. We celebrate diversity and are committed to sustaining our inclusive ethos across the organisation. We are keen to receive applications from a broad range of applicants regardless of age, gender, disability, socio-economic background, race, religion or any other characteristic.

Due to our office location, this role involves contact with children, therefore applicants are required, by virtue of the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended), and the Disclosure of Criminal Background of those with Access to Children (Children's Act 1989) to reveal any criminal convictions, bind-overs or cautions, including those which would normally be regarded as 'spent'. The role is also subject to screening by the Disclosure and Barring Service.

Job Type: Full-time

Pay: 25,000.00 per year

Benefits:

Additional leave Free parking On-site parking Work from home
Language:

English (preferred)
Work Location: Hybrid remote in Bristol BS34 6HY

Application deadline: 18/09/2025
Reference ID: BSO